Receiving Managing Messages. How do I get new messages?

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1 Receiving Managing Messages Using Zimbra, there are several ways to manage the messages you receive: How do I get new messages? How do I see the number of messages in my Inbox? How do I print an message? How do I print a conversation? How do I prevent an entire conversation from printing? How do I get new messages? New messages arrive in your Inbox automatically, and they are displayed in bold. Your Inbox is displayed by default after you log in.

2 How do I see the number of messages in my Inbox? To see how many messages you have in your Inbox, or in any other mail folder, hover your cursor over the folder. The number of messages in the folder is displayed along with the size of the folder. How do I print an message? To print an message: 1. Click on the message you want to print. 2. Click in the toolbar. A standard print dialog appears. 3. Choose a printer. 4. Click. The message is sent to the selected printer.

3 How do I print a conversation? To print a conversation (all messages): 1. Right-click the conversation to be printed, and select Print. You must be in Conversation view. Two windows appear: 1. All the messages in the conversation are shown in a single scrolling window, and the total number of messages to be printed is displayed at the top. 2. A standard print dialog. In the print dialog: Choose a printer. Click OK. The message is sent to the selected printer. Close the window.

4 How do I prevent an entire conversation from printing? To prevent an entire conversation from printing, do not use the browser's File > Print feature. Using the browser's File > Print feature also results in a page that is not well-formatted, and your message may be difficult to read.

5 Receiving Reading Messages There are two ways to view using the ZWC: Conversation view and Message view. Both views can use the Reading pane. What is Conversation view? What is Message view? What is the Reading pane? How do I shrink and enlarge the Reading pane? How do I open and close the Reading pane? How do I permanently change my view? What is Conversation view? Conversation view displays your messages grouped by subject, as shown below. Because all messages in a conversation have the same subject, the subject displays only once in the conversation view pane. All messages related to the conversation are displayed, even if they are stored in different folders. The number of messages in the conversation is displayed in parentheses in the Size column (after the subject). Each conversation consists of the original message and all replies. Conversations containing unread messages are shown in bold.

6 What is Message view? Message view is the tradition view wherein messages are displayed based on how you sort the messages in the Inbox. For example, you could display messages: Alphabetically by sender in reverse order, as shown below Chronologically from the most recent What is the Reading pane? The Reading pane is the area below the messages in your Inbox. If you have the Reading pane on, when you click on an message, the message displays in a pane below the message header information. By default, viewing messages in the Reading pane is on.

7 How do I shrink and enlarge the Reading pane? To adjust the size of the Reading pane, click and drag the divider bar up or down.

8 How do I open and close the Reading pane? You can toggle the Reading pane on (open) and off (closed) using the View menu. Click the arrow next to View on the toolbar, and select Reading Pane. A check means that the Reading pane is on. How do I permanently change my view? To permanently change your default view from Conversation to Message: 1. Open the Preferences > Mail tab. 2. Choose Conversation or Message from the Group mail by menu.

9 Receiving Answering Messages You can reply to and forward messages in Zimbra. How do I reply to an message? How do I forward an message? Can I forward an message with attachments? How do I reply to an message? You can reply to the sender of a message or you can reply to the sender and all recipients of the message. Both options include the body of the original message in the reply. However, attachments from the original message are not included in the reply. To reply to an message: 1. Select the you want to forward. 2. Click a Reply button on the toolbar. Click this button in the toolbar to open a new compose window with the To field populated with the name of the person who sent you the original message. Click this button in the toolbar to open a new compose window with the To, Cc, and Bcc fields populated with the names of all recipients of the original message. Use this option if you want everyone who received the original message to receive your response. 3. Add any text necessary at the top of the message. 4. Click.

10 How do I forward an message? You can Forward an message to someone else. Forwarding a message includes all file attachments. To forward an message: 1. Select the you want to forward. 2. Click on the toolbar. A compose window opens. The text of the forwarded message appears in the body unless you have chosen to forward messages as attachments using the Preferences > Mail tab. 3. Enter addressees in the To, Cc, or Bcc fields. 4. Add any text necessary at the top of the message. 5. Click. Can I forward an message with attachments? Forward an message to include all file attachments. Reply to an message to send the the body text but not the attachments.

11 Receiving Setting Preferences There are several preferences you can set for receiving . How do I change how my name is displayed in my outgoing messages? How can I receive a notification at another address when I have new mail in my Zimbra Inbox? How do I switch from Plain text to Rich text permanently? How do I change how my name is displayed in my outgoing messages? An signature is closing text included at the end of an outgoing message. A signature can include your name and any additional text or graphics allowed by your account. For example, a signature could read: John Smith Vice President of Engineering Widgets Division Acme Corporation, Inc x111 To change your default signature: 1. Open the Preferences > Accounts tab. 2. Scroll to the Primary Account Settings.

12 3. Select the signature you want to set as the default from the Signature drop down menu. 4. Click. Click here for a demonstration of How do I how to create an signature? You can create personas (also known as identities) to manage different types of . For example, you can create a business persona for your business and a personal persona for your personal . If you create multiple personas, you can create different signatures and assign them to specific addresses. How can I receive a notification at another address when I have new mail in my Zimbra Inbox? You can send a notification message to another address so you will know when you have new in your Zimbra Inbox. To send a notification message: 1. Open the Preferences > Mail tab. 2. Check the Send a notification message to box. 3. Type the address to which you want to sent the notification message into the field.

13 4. Click. How do I switch from Plain text to Rich text permanently? To switch your view from plain text to rich text (HTML) permanently: 1. Open the Preferences > Mail tab. 2. For the Display Mail option: Choose As HTML (when possible) to display the text in your messages as rich text. Choose As Text to display the text in your messages as plain text. You can view messages in two formats: Plain text messages are messages that contain no HTML formatting code. Messages sent in plain text can always be read by other clients. You can view messages in

14 plain-text mode even if it contains HTML. The HTML tags are displayed in the body of the message in the plain text view. HTML (also referred to as rich text) messages can have text formatting, numbering, bullets, colored background, and links which can make messages easier to read. Some clients may not accept messages formatted in HTML.

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